What are the responsibilities and job description for the Executive Assistant, Office of the President position at University of Pennsylvania?
University Overview
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Executive Assistant, Office of the President
Job Profile Title
Executive Assistant B
Job Description Summary
The Office of the President at the University of Pennsylvania seeks a proactive, collaborative, and detail-oriented Executive Assistant. Reporting to the Vice President and Chief of Staff, the Executive Assistant will provide high-level support to the Vice President and Chief of Staff, Senior Vice President for Institutional Affairs, Associate Vice President and Advisor to the President, and Assistant Vice President and Deputy Chief of Staff.
The Executive Assistant will work to maximize the efforts of the Office of the President by managing complex calendars, anticipating needs, and partnering with colleagues to complete projects and assignments.
In addition to the responsibilities, duties, and qualifications listed below, the Executive Assistant will be an integral member of the Office of the President and the Penn community. Integrity, exceptional judgement, a collaborative spirit, and excellent communication skills will be essential traits for the next Executive Assistant.
Job Description
Job Responsibilities
Executive-Level Administrative Support
Provide executive level support to the Vice President and Chief of Staff, including scheduling meetings, coordinating meeting details, and tracking items for action and resolution.
Provide executive level support to the Senior Vice President for Institutional Affairs, Associate Vice President and Advisor to the President, and Assistant Vice President and Deputy Chief of Staff.
Perform varied administrative support duties for the Office of the President, including preparing and distributing agendas, cataloging action items to track resolution, and responding to emerging issues.
Serve in a "back-up" capacity to other colleagues in the Office of the President to ensure continuity of core office functions.
Meeting and Material Preparation
Proofread, edit, format, research, compile, and review communications and briefing documents.
Develop first drafts of presentation materials (e.g., slide presentations, handouts)
Collect, collate, and assemble data in appropriate formats and as needed
Coordinate with and assist colleagues to ensure events, meetings, and programs are executed seamlessly. As needed, assist with staffing events and programs.
Special Projects
Coordinate, manage, and complete special projects.
Other duties as assigned
Qualifications
The successful candidate will possess:
A Bachelor's Degree with 8 - 10 years progressively responsible related experience or equivalent combination of education and experience, as well as prior experience in executive level support and project coordination. Prior experience in higher education is preferred.
The ability to handle sensitive, confidential, and challenging situations with tact and diplomacy
An exceptional attention to detail and sound judgement
The ability to balance multiple tasks in a high-paced environment
A strong work ethic, professionalism, commitment to integrity, and a strict adherence to maintaining confidentiality
The ability to develop and cultivate trusted relationships with stakeholders
A commitment to diversity, equity, inclusion, and belonging
A high degree of initiative and a proactive approach that anticipates the needs of executives
A proven ability to work collaboratively and professionally with all levels of an organization, preferably an academic organization
Excellent organizational and communication skills
Advanced proficiency in Microsoft Office applications
A Cover Letter and Resume is required.
Review of applications will begin immediately with a Target Interview Date of February 1, 2023.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
President's Center
Pay Range
$61,046.00 - $95,972.00
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University Benefits
Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Executive Assistant, Office of the President
Job Profile Title
Executive Assistant B
Job Description Summary
The Office of the President at the University of Pennsylvania seeks a proactive, collaborative, and detail-oriented Executive Assistant. Reporting to the Vice President and Chief of Staff, the Executive Assistant will provide high-level support to the Vice President and Chief of Staff, Senior Vice President for Institutional Affairs, Associate Vice President and Advisor to the President, and Assistant Vice President and Deputy Chief of Staff.
The Executive Assistant will work to maximize the efforts of the Office of the President by managing complex calendars, anticipating needs, and partnering with colleagues to complete projects and assignments.
In addition to the responsibilities, duties, and qualifications listed below, the Executive Assistant will be an integral member of the Office of the President and the Penn community. Integrity, exceptional judgement, a collaborative spirit, and excellent communication skills will be essential traits for the next Executive Assistant.
Job Description
Job Responsibilities
Executive-Level Administrative Support
Provide executive level support to the Vice President and Chief of Staff, including scheduling meetings, coordinating meeting details, and tracking items for action and resolution.
Provide executive level support to the Senior Vice President for Institutional Affairs, Associate Vice President and Advisor to the President, and Assistant Vice President and Deputy Chief of Staff.
Perform varied administrative support duties for the Office of the President, including preparing and distributing agendas, cataloging action items to track resolution, and responding to emerging issues.
Serve in a "back-up" capacity to other colleagues in the Office of the President to ensure continuity of core office functions.
Meeting and Material Preparation
Proofread, edit, format, research, compile, and review communications and briefing documents.
Develop first drafts of presentation materials (e.g., slide presentations, handouts)
Collect, collate, and assemble data in appropriate formats and as needed
Coordinate with and assist colleagues to ensure events, meetings, and programs are executed seamlessly. As needed, assist with staffing events and programs.
Special Projects
Coordinate, manage, and complete special projects.
Other duties as assigned
Qualifications
The successful candidate will possess:
A Bachelor's Degree with 8 - 10 years progressively responsible related experience or equivalent combination of education and experience, as well as prior experience in executive level support and project coordination. Prior experience in higher education is preferred.
The ability to handle sensitive, confidential, and challenging situations with tact and diplomacy
An exceptional attention to detail and sound judgement
The ability to balance multiple tasks in a high-paced environment
A strong work ethic, professionalism, commitment to integrity, and a strict adherence to maintaining confidentiality
The ability to develop and cultivate trusted relationships with stakeholders
A commitment to diversity, equity, inclusion, and belonging
A high degree of initiative and a proactive approach that anticipates the needs of executives
A proven ability to work collaboratively and professionally with all levels of an organization, preferably an academic organization
Excellent organizational and communication skills
Advanced proficiency in Microsoft Office applications
A Cover Letter and Resume is required.
Review of applications will begin immediately with a Target Interview Date of February 1, 2023.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
President's Center
Pay Range
$61,046.00 - $95,972.00
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University Benefits
Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
Salary : $61,046 - $95,972
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